What's covered in this guide?
Hours worked
By shift, day, location, team or position: Shift Report. Each row is one shift, showing date, location, team, position and hours.
Totals per employee for a period: Timesheet Report.
Overtime: Overtime Report (Reports → Costs).
Contracted vs worked hours
The Timesheet Report has these columns:
Contracted Weekly Hours
Worked Hours
Unworked Contracted Hours
Roster Hours − Worked Hours
Overtime Hours
Rostered vs worked hours
Attendance Report: add # Scheduled Hours and # Worked Hours. Scheduled Hours − Worked Hours is shown by default.
Costs by Location and Team Report: Scheduled Hours, Timesheet Hours and Hours Difference. Each comes in an exc. leave and an inc. leave version.
Who approved a timesheet
Add the Approved by and Approved at time columns to the Shift Report.
Who changed a timesheet
Open the timesheet and scroll to Timesheet History at the bottom.
For every change it shows the Action, User, Time and Changes (old and new values). Only users with permission to see shift history can view it.
Roster Audit Report
This shows every change made to the rota, with these columns:
Action
Actioned By
Actioned At
Changes
Use the Action Taken filter to show only shifts that were created, updated, deleted, declined or swapped.
📝 Important to note: There's no separate shift replacement report. Swapped shifts are shown in the Roster Audit Report.
Export hours for custom dates
Go to Settings → Timesheets and turn on Enable Custom Export Dates.
On the Export Timesheets to Payroll page, click Preview & Export All Timesheets.
Use Export Custom Date Range to choose your dates.
📝 Important to note: Custom export dates aren't available if you use Workforce.com Payroll.
FAQs
Why don't exported hours match the timesheet?
Why don't exported hours match the timesheet?
Payroll exports only include approved shifts. Approve any pending shifts and export again.
Do cost reports include unapproved shifts?
Do cost reports include unapproved shifts?
Yes.
Most cost reports include pending, approved and exported shifts. A shift is included once it has a start and a finish.
Costs by Activity Code Report only includes approved and exported shifts by default.
Shift Report and Shift Cost Report have a Shift status filter.
What's "Time Saved"?
What's "Time Saved"?
It's in the Timesheet Report. It's the total time someone started late or finished early compared with their rostered shift.
Can I report hours for a deactivated employee?
Can I report hours for a deactivated employee?
Yes. Set Staff status to Inactive or All.
How do I report on employee work hours using the Shift Report?
How do I report on employee work hours using the Shift Report?
The Shift Report shows a row for each shift, with detailed information such as clocked times, rostered times, breaks, hours and costs.
1. Open the report
Go to Reports and search for Shift Report.
2. Choose your dates and filters
Set the date range, then narrow the results if needed. You can filter by:
Employees, Teams worked in, Default payroll team, Locations or Positions
Shift status (for example, approved shifts only) and Timesheet status
Leave types, Shift tags or Award tags
Staff status (active or inactive)
Missing data, to find shifts with gaps such as no clock-out
3. Choose your columns
Use Visible columns to pick what you want to see. Useful columns for work hours include:
Date, Day of the Week, Team Worked In, Location Worked In
Clocked Start Time / Clocked End Time
Rostered Start Time / Rostered End Time and Rostered vs Clocked
Shift Length, Number of Hours, Ordinary Hours and Type of Hours
Paid breaks and Unpaid breaks
Shift Start/End Variance (min), to see early or late starts and finishes
Cost and Total cost, if you have permission to see costs
Approved by and Approved at time
4. Generate and export
Click Generate. You can turn on Show charts to see the data visually, and export the report to share it.
💡 Tip: Save the report with your filters and columns so you can run it again quickly.